This article details the configurations, accounting process cycles, accounting documents, and reports of the Cirrus accounting process.
Index
Income Cycle (Cirrus screens that generate Accounting)
(Accounting Documents)
Expenditure Cycle (Cirrus screens that generate Accounting)
(Accounting Documents)
Settings
Banks, sales, income, suppliers and inventories settings to post processes.
The necessary configurations to carry out the accounting processes in Cirrus are:
In order to enable the accounting part of Cirrus in a client, it is necessary first to check Use Accounting.
1.- Annual Calendar Period
Allows creating and managing a new accounting year. You can create here 12 standard periods but it is also common to have a period 13, which is for Audit purposes and sometimes a period 14 for closing and sending data to the local tax authority.
Follow this step by step to create a new accounting year in the annual calendar and its corresponding standard periods:
In order to create a 13 or adjustment period, select the context menu on the period (month) to adjust and click Copy Period, then enter the name of this period and save the changes. This adjustment can be made before the closing period of the year.
2.- Accounting Schema.
Initial system settings. The costing method is defined, the desired currency, if electronic accounting is required, type of commitment: public initiative, comply accounting initiatives.
To add the accounting scheme in an organization, it is necessary to fill in the settings in the following tabs:
A. Accounting Schema. Basic accounting information of the hospital (Revenues, GAAP standards, Costing Method, Currency, Automatic Period Control, Electronic Accounting).
B. Accounting Schema Element. Add the different elements (names) of the accounting scheme. To display the entire list of items, change the view to list.
C. General Ledger. Here you can assign the accounts to the ledger.
3.- Accounting Schema - Defaults
Configuration to determine which accounting account each item affects.
D. Defaults. Enter the accounting accounts in each of the items (Business partner, product, warehouse, projects, bank, taxes, general, cash book).
E. Electronic Accounting. Enter the accounting accounts to carry out electronic accounting in this organization (Sales, Returns, Discounts).
4.- Ledger Accounts
Cirrus has an accounting catalog at four (4) levels. To comply with the IFRS (International Financial Reporting Standards) standard, it is more compact.
Those four levels in accounts are :
1. Title
1.1. Group
1.1.1. Major
1.1.1.1. Detail
The account that can be affected is only the level 4 account, defined as detail.
A. Account Element for creating Accounting accounts
(ECS Staff only).
In order to generate new ledger accounts at any of these four levels, ECS staff will need to go to the Account Element window and in the Element tab create the hospital account setup in which all accounts from all four levels will be added :
Name
Type
Tree ( Data imported from Tree window).
Check the Natural Account box, to indicate this is the primary natural account.
Once the changes are saved, accounts can be added for the levels according to their hierarchy, follow these steps to start with Title and repeat this process to add its subaccounts.
Go to Element Value tab.
Click New Record.
Enter all account information:
Search Key
Name
Description
Account Type (Asset, Expense, Liability, Memo, Owner's Equity, Revenue).
Account Sign ( Credit, Debit, Natural).
Parent Account (assign here their parent account, applies only for levels 2, 3 and 4, parent account must be their successive top account).
Group Account, only for accounts that will be grouped such as Detail and Major accounts.
Account Level will be automatically assigned according to their Parent Account level.
Save changes.
In this example we created a Title (lvl 1) account :
Then add the consecutive accounts from levels 2, 3 and 4.
For a level 2 account, enter the consecutive search key (eg 11), select its Parent Account. The account level will be assigned automatically.
Now add a level 3 account and enter its search key (eg 111). Here you must also select its corresponding parent account (of level 2) to which it belongs and its account group (if applies) :
Finally, add the fourth level account (its parent account must be a third level account so that the account level is 4). Select the Post Actual, Post Budget, and Post Statistics checkboxes.
The Cirrus user can also create their own Level 4 ledger accounts in the Ledger Accounts window.
Accounts for the first three levels can only be generated by ECS staff and in the Account Element window.
B. Ledger Accounts window for adding Detail level accounts.
To add a new detail account in Ledger Accounts, select the level (3) of the hierarchy where the ledger account will be added. Then click the Add (+) icon and fill in the information for the new ledger account (Name, Description, Account Group).
Save changes.
The accounting account will be added to the list according to the corresponding order within the hierarchy of the four levels (title, grouping, ledger account, detail).
5. Bank.
Here we have all of the configured national and foreign banks and the own bank accounts of the hospital.
To configure a new bank, follow these steps :
Go to Bank window.
Click New Record.
Enter bank information in Header (Organization, Bank name, Routing number, Bank Code, Description, etc).
To add a bank account, click on Add button and fill up the bank account data in the pop-up (Account number, currency, Credit limit, description, Bank Account Type).
In the detail of this same pop-up window you can assign the accounting accounts for national or foreign accounts that apply.
Save changes. Cirrus will now ask if you wish to add additional information such as Bank Document or Accounting accounts, click yes to proceed and complete these tabs.
6. Business Partner Group.
Allows you to segment business partners by groups (drugs, furniture, cleaning services, etc).
To add a new business partner group, follow these steps :
Go to Business partner group window.
Click New Record.
Enter business partner group information in header : Name, description, Code, Group Type (Customer, Supplier, Debtor, Creditor, Client/Provider), Type, Price list (Sales or Purchase).
Enter accounts in Accounting section.
7. Business Partner.
Add suppliers, creditors and other types of business partners.
Supplier: Provides products or services that generate income for you.
Creditor: Do not provide any specific product or service for your operation.
To add a new business partner, follow these steps :
Go to Business Partner window.
Click New Record.
Fill up the Business Partner header information (Name, Search Key, Tax ID , Description Company Group) , VAT Tax condition, email.
Select the accounting accounts for this business partner and its corresponding tabs according to the business partner type (Supplier, Creditor, Debtor, etc),obtained from Business Partner Group) so as their address tab.
If necessary, enable the User/Contact and the list of patients to include or exclude from this business partner (eg patient list of an insurer).
8. Diverse Charges.
Invoices from supplier services that are not storable, eg. electricity, fees, drinking water. For invoices, it is the direct creation of the liability.
To add a diverse charge, follow these steps :
Go to Diverse Charges screen.
Click New Record.
Fill the diverse charge information (Name, Deposits/Expenditure, Description, Product, Price type, Amount, Product Class, Tax Category, Bank Account).
Select its accounting accounts for Expenses or Revenues.
Save changes.
9. Tax Rate.
Configure every tax rate needed by customers.
To configure a new tax rate, follow these steps :
Go to Tax Rate window.
If it does not yet exist, click New Record.
3. Fill up the fields for this tax rate (Name, Tax Rate, Description, Type, Country, Validity). Save Changes.
You can also add Accounting accounts for income and/or expenses.
10. Tax Category.
Create a category to put different tax amounts for one same product. Eg Medicine (buy at 0% and sell at a rate of 16%).
To add a new tax category, follow these steps:
Go to Tax Category window.
Click New Record.
Enter the header data for this category: Name, Description, Business Partner or Business Partner Group.
Save the changes and select the tax as well as the type (buy, sell or both).
To add more tax types to this category, click add and fill in the tax information to add.
11. Client/Organization.
Maintenance to Organizations (Cost Centers). Prepared for CC, which is determined as an Organizational Transaction.
To add Client/Organization settings, follow these steps:
Enter the Client/Organization window. You will be directed to the Client level tab. Here you can add the initial company settings such as name, language and time zone. Below these settings is the Application management setting, which is required for Cirrus email responses (email settings). Then, in Additional Information, in Mexico you can add the Primary Accounting Schema ifnormation.
On a second level, you can add the settings for this particular hospital (physical location). The same organization can have multiple hospitals and each of them with different configurations (Location, Client Type, VAT tax condition, Institution Type).
Finally, on a third level, the different transactional organizations of the hospital can be added (add button). Each transactional organization can correspond to the different departments of this hospital, which is why many of them are essential for users with a role in the admission and discharge processes. To create a new transactional organization follow these steps :
Click Add icon.
Enter Trx Organization details (Search Value, Decription, Name, Main Phone).
Save.
Cirrus has an accounting engine that automatically generates your organization's accounting every hour. However, this accounting can be forced after completing some movement (see example below)*.
How to Force Accounting :
Accounting is automatically generated for each elapsed hour. However, you can also force it to update the accounting entry information after performing any of the processes described below.
To do this, access the document in the selected window and click View accounting entry. Then check the Strength box and click Repost.
You will see the message Post now and create Accounting entries?. Confirm to complete.
Income Cycle windows
Cirrus allows you to manage accounting processes for both income and expenses. Sales that involve both accounting management and the generation of information for accounting reports are:
1. Direct Billing. Allows you to generate invoices for specific charges to the selected business partners (direct selling invoices). This window could be use as the point of sale for products that must be sold at the moment, such as Pharmacy drugs (Outpatient Pharmacy), for consultation invoices, for selling fixed assets, for medical fees, special invoices and other charges that are not billed during an encounter. From this screen you can charge individuals, selected business partners and also apply the necessary deductibles or discounts.
2. Multibilling. While the Direct Billing window allows you to generate invoices for added charges at the time of billing, in Multibilling the user will be able to review all charges added to a patient account during their stay. By managing said charges for extensions, each extension can be managed separately and referrals can be generated for each of these extensions to later bill insurers, patients, and even for different product scenarios.
3. Global Bill. It allows to generate sales invoices to the general public every certain time (eg weekly, monthly).
4. Consolidated Invoice. If, on the other hand, you want to bill multiple referrals from multiple patients to the same insurer, you can generate a consolidated bill with all pending charges that you want to add to the bill (over a period of time, for example). This process will also generate accounting of revenue generated from all patients that are included.
5. Cashier Collections. Collections on invoices made previously are recorded, here are 3 main forms of collection that in the accounting entry would be reflected differently in Cash, Credit or Debit Card and Accounts x Receivable in the case of Insurers.
6. Cash Closing. A cut is made from the cashier and it is verified that the total is the same as what is physically available, in the case of cash and cards and accounts receivable, check it with the documents of the charges.
7. Cashier Closing. When closing the cashier, you can no longer make changes in this sequence. Before closing, you can make the cut several times. Finishing the closing of the box, it is ready for your deposit.
8. Bank Deposit. After having made the cash register and later closing it, the cash deposit is made, which refers to the checks and cash that has been received at that closing.
9. Collections and Assignments. We can view all the collections or allocations of advances that have been made in the time range that we order to bring, it can be directly with the Doc No. or put certain filters to find the desired one.
10. Invoice (Customer). We can view all customer invoices, you can search whether they are paid or not, the type of document Credit Note, Debit or Remittance Note. By selecting any of them we can see the detail of the services or products of the document and also see the accounting entry of the same.
All of these windows have the same logic where after completing any document you can generate, view or force their accounting in the Account option from context menu, which will change its name to See accounting entry once accounting generates.
Income Accounting Map
Below you will be able to view the breakdown of the accounting map of income, obtained in the windows mentioned in the previous point.
1. Patient Encounter Advance
To generate the accounting of advances to the patient encounter, follow these steps:
Go to Collections and Assignments.
Search for a patient encounter.
Apply the charge in any form of payment, as it is an advance payment you must check the Is advance? box.
Once you have completed the collection, you can generate the accounting in the Account button. Take a look at the two scenarios we ran where cash and other payment advances were applied and how the generated ledger was assigned to the configured ledger accounts.
But in our example, the debit ledger went to the corresponding account for the assigned payment method:
2. Sales Receipt and Invoice (Retail Sale).
In the same way, both the sales receipts and the invoices generated (in this case, for an individual) will generate accounting. In this example, a Multibilling sales receipt was generated for a patient, which can be consulted in Invoice (Customer) :
Once the accounting is generated (Account option), these amounts will be distributed in the corresponding accounting accounts as in this example:
If an invoice has already been generated for these receipts, the invoice can also be consulted in Invoice (Customer) and accounting can be done in the Account option:
Therefore, the amounts of the invoices will also be distributed to their corresponding accounting accounts :
3.Remission and Invoice (Insurance Company)
What is mentioned in the previous point (2) applies in the same way for sales receipts and invoices to the insurer. In this example, the Customer is different in Invoice (Customer) :
Once this income has been accounted, the accounting accounts will receive their corresponding allocation (example where a remittance note generates amounts not yet billed):
And for the invoice that is generated, they will be distributed to their corresponding accounting accounts:
4. Cash Closing.
The cash closing of each cashier operator also generates accounting (difference in balances, advances, receipts, accounts receivable):
Once the accounting has been generated (Account/ See accounting entry option from the context menu), said amounts will be distributed to their corresponding accounting accounts in debit and credit :
And in turn, said amounts can be viewed in the cash reconciliation report (see cash movements and total cash):
5. Bank Deposit.
The Bank Deposit window shows the information of all the deposits received by a cash register (between its opening and its closing) as well as the breakdown of each one of them (for example, amounts in cash or by check):
Once the accounting is generated, the amounts of these deposits will be added to the corresponding accounting accounts, according to the number of deposits made to the same bank account:
6. Invoice Collection and Assignment (Insurer).
In the Collections and Assignments window, you can complete collections of amounts received for accounts receivable generated by an insurer (depending on your payment type settings). Here you can record the collection as well as allocate these received amounts to an invoice with accounts receivable.
Payment Collection
First, the collection record from this business partner, here is where the income is registered :
This revenue can be posted in the same way as other revenue processes. The amounts will be distributed to the ledger accounts configured for this bank account as in the example:
Assignment of collection to invoice
To complete this process, in the same window you can assign the amount to an invoice pending payment:
And once the accounting is generated, these amounts will be distributed in the accounting accounts in this way:
Expenditure Cycle windows
Cirrus also generates accounting for a hospital's expenditures cycle processes. These expenses are described as all those movements such as payments, requisitions and purchases.
The accounting of the simple cycle of expenses is generated from the moment in which a material reception is made.
The windows involved in the accounting process of expenses in Cirrus are:
Requisition window. In the Requisition window, the user of a service station can request the hiring or purchase of a product for their warehouse.
Purchase Orders. Purchasing personnel can generate purchase orders from requisitions received by the different hospital warehouses, but they can also generate said document from scratch. This order details information such as prices and supplier data and will be completed once the material for said product has been received.
1. Material Reception. Once the material is received, Cirrus will generate the initial accounting in all of these sections. Until then, the system does not generate a real liability, but rather a provision for the liability that is canceled when relating the supplier's invoice to said receipt of material.
From the Material Receipt window you can assign the invoice.
2. Unposted Pending Documents. Auxiliary report that helps us to see the receptions not yet invoiced, the best thing for an organization is to invoice these receptions as soon as possible, so this report should always be left blank.
3. Inventory Adjustment. Window that performs the inventory count within your warehouse and within the organization.
4. Invoice (Supplier). In this window, an invoice is generated to create a liability, with the date according to the established date. If a charge is added (add button), you can select the miscellaneous charge and import the previously configured charges.
5. Generate XML Files window. We can generate the XML that will be sent to the tax authority.
6. Payment Selection (Manual). Make payments manually to suppliers, on this screen we can generate advances and apply them, either on the invoice to choose from the supplier or distribute the amount.
7. Payment Provider. On the other hand, in the Payment Provider window we can generate pending payments from Accounts Payable to Supplier Invoices.
8. Bank Deposit. After closing cash register, the cash deposit is made, which refers to the checks and cash that has been received at that cash register.
9. Journal. In this window you can make manual accounting policies or adjustments.
All of these windows have the same logic where after completing any document you can generate, view or force their accounting in the Account option from context menu, which will change its name to See accounting entry once accounting generates.
Expenditures Accounting Map
Below you can see the breakdown of the accounting map of expenses, processes obtained in the windows and processes mentioned in the previous point.
1. Advance Payments to Supplier
In the Invoice (Supplier) window you can generate advance payments (payments in advance) to national or foreign suppliers:
Once the advance payment is complete and if the Accounting action is executed, these amounts will be distributed to the accounts assigned for advance payments (as in this example) :
2. Material Receipt
The material reception will also generate accounting for the amounts of the reception of material, once the reception is finished:
The amounts will be distributed to the assigned accounting accounts, in this example for inventories in debit and purchases made pending invoicing in credit:
3. Invoice (Supplier)
In Invoice (Supplier) the accounting will be generated for the payments included (sum of totals) of the invoice once the generation of this invoice has been completed:
In this example, the accounting accounts (See accounting entries) will include the breakdown of purchases and payments to suppliers as well as the VAT that corresponds to the debit account, if applies :
4. Material Return.
When applying any material returns, Cirrus will create the accounting for the return of these products:
And it will apply to its corresponding accounts as in this example :
5. Invoice (Supplier) Payment
Assign Advances
To generate an invoice from a material reception, you can do that straight from the context menu option called Invoice (Supplier). Here you can create a new invoice for this supplier and assign them either a purchase order document or a material reception document.
After completing this invoice, amounts will be distributed to their corresponding accounts
Invoice (Supplier) Payment
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Reports
Income Reports
Sales Report. Report for reviewing the transactions carried out for cashier sales, this report shows the detail, that is, product by product, of what has already been remitted and/or invoiced. See more details in the button.
Invoiced and Unbilled Revenue Report. This report shows the same information as the one report described above, only separated by those that are already invoiced and those that are only remitted.
This report is very important for billing processes as there shouldn't be any unbilled remittances, since it affects income accounts.
Conciliation Cash Report. This report allows you you to view the cash transactions that have been collected during a time period. Click on the button to see more about this report.
Cash Journal. The Cash journal window allows you to view the transactions carried out by a specific cashier from the moment it was opened to its closing, showing the origin of each income and the final balance.
To generate the Cash Journal report, follow these steps:
Perform a search by cashier, sequence or operator during a date range.
Select the sequence from the results to view its breakdown.
Here you will see cashiering amounts during the selected sequence (initial amount, ending balance, difference). In the detail you will see all the income of this cashier operator during the sequence.
In the contextual menu you can view the accounting entries of this sequence. In View Report you can download the amounts of income and balances for this cashiering sequence.
Full Reports
Analytic of invoices pending payment (Client, Supplier).
The analytic of invoices reports allow you to view all invoices pending payment, both customer and supplier invoices.
To review the invoices pending payment by clients, go to the Analytic of invoices pending pending by client.
To review invoices pending payment by customers, go to Analytic of invoices pending payment by provider.
Antiquity of Provider's Balance.
This report allows you to check the pending balances of the suppliers.
See more details at:
Auxiliar Account
This report allows you to consult the debit and credit movements, initial and final balances by period and accounting account.
See more details at:
Accounting assistant - Document Type
View the accounting assistant of debit and credit movements, balance of the period for each detail account in your organization. The type of document of each movement can be included in the detail report. It is obtained from the Document Type Accounting Assistant window.
To get this report follow these steps:
Enter Accounting Assistant - Type of Documents
Select Date Range, If it is posted or No and perform the search.
The accounts included for the movements will be displayed in the search. Now download the document.
To print this document with the details of the type of documents and each of the movements, repeat steps 1-2 and now select Detail.
Report will look as in this example :
Accounting assistant - Global Invoice
Consult the auxiliary accounting report for global sales or purchase invoices.
To get this report, follow these steps:
Go to the Accounting Assistant - Global Invoices window.
Enter the search fields: Sale or Purchase, Date Range, If it is Posted or Not and select search.
The results will be shown in the accounts broken down below, with their debit and credit details. To download them click on the printer button and enter the parameters. The report will show the breakdown of the invoice amounts in each of the documents.
If you want to download the detail of the documents of each business partner (only the detail of each of them), repeat steps 1-2 and select the Detail option in the search.
After clicking Download, Cirrus will generate and download an Excel document that will perform a breakdown of those invoices listed on these accounts :
Accounting assistant - Payments Made
Generates the auxiliary accounting report of payments made by customer or by supplier (with subtotals, taxes and total payments).
See more details in :
Accounting assistant - Unpaid Remissions
Consult the auxiliary accounting report for remittances pending payment, which shows the amounts of each remittance, the patient, type of document, document number, its status and whether or not the remittance has been accounted for.
To get this report, follow these steps:
Go to Accounting Assistant - Unpaid referrals.
Enter the date range.
Select search. Referrals that meet the date range will be displayed below.
To download the report with the information of these results, select the print button and fill in the download parameters.
The report will look like this, where you can see all remittances not yet invoiced and their accounting status:
Balance Sheet
Downloadable report of the Balance Sheet to visualize the financial situation of the hospital during a range of dates.
See more at the link:
Trial Balance
Get a summary of the financial status and operations carried out in the company during a given period.
See more details here:
Document Search
Consult policies, accounting flow and details of each document:
Accounting Conciliation
Review debit and credit accounts to detect discrepancies in balances for each of your organization's accounts. To get the report, follow these steps:
Go to Accounting Reconciliation
Select Period, Account and Days.
Select Search
Those accounts with movements as well as their balances during this period will be shown in the results. Select the printer to download the generated report.
This will look as follows, showing Account Number, Account Name, Debit, Credit and Balance:
Cash Reconciliation
Obtain the cash reconciliation report, which allows you to view the amounts of a cash flow during the established sequence.
See more details in:
Conciliation Cash Report
Consult all the closing information of one or more cashier operators.
See more details in:
Unposted Pending Documents
Search and view the document posting status of any movement that generates accounting in your organization.
See more in :
Income Statement
Generate and download the Income Statement to view the results of the exercise over a period of time.
See more details here:
Inventory Valuation Report
Download the inventory valuation report to determine the cost of products in a warehouse.
See more details of this report in the link:
Sales Report & Sales Summary Report
Consult the information of all sales
These reports can be obtained in the windows:
Monthly Transaction Report
Report for consultation of all transactions made during the month. See more details in the button:
We hope this improves your Cirrus experience. Remember to share this information and ask for help if you need it.
Date: June 28, 2023.